Property Manager Full Time NEW

About the Role

The role involves end-to-end operational management of a mixed-use property, ensuring optimal performance of all building systems and services while aligning with UAPM’s asset management strategy.

Responsibilities

• Own end-to-end operational management of the assigned mixed-use property, serving as the primary point of accountability for all building systems, services, and performance outcomes.
• Develop, implement, and monitor annual property operations plans, aligning with UAPM’s asset management strategy and portfolio objectives.
• Oversee the full spectrum of Hard FM activities — HVAC, MEP systems, elevators, fire safety, structural maintenance, and building fabric — ensuring system uptime and reliability.
• Oversee Soft FM services including cleaning, landscaping, security, waste management, and pest control through outsourced service providers.
• Transition property maintenance from reactive to preventive and predictive models; establish and maintain a CAFM/CMMS-based preventive maintenance schedule covering all critical building systems.
• Monitor and interpret building performance data via BMS and IoT sensors to enable proactive fault detection, energy optimisation, and anomaly resolution.
• Conduct routine property inspections and ensure that all defects, snags, and corrective actions are documented and closed within agreed timeframes.
• Manage all outsourced Hard FM and Soft FM service providers, holding them to contractual KPIs, SLAs, and UAPM quality standards.
• Lead the vendor performance review process — track contractor scorecards, escalate underperformance, and recommend contract renewals, modifications, or terminations to the Executive Director.
• Coordinate contractor mobilisation, on-site access control, HSE induction, and permit-to-work compliance for all third-party works.
• Review and process vendor invoices within agreed timelines, verifying against completed work orders and contract terms prior to approval.
• Maintain an up-to-date vendor register, service contracts database, and approved supplier list within Yardi.
• Prepare the annual property operations and maintenance (O&M) budget in coordination with the Executive Director and Finance team.
• Monitor and control operational expenditure against approved budget; investigate variances and implement corrective measures.
• Process purchase requests, work orders, and vendor payments within delegated authority limits using Yardi and Kissflow.
• Identify cost-saving opportunities through service consolidation, energy reduction initiatives, and preventive maintenance efficiencies.
• Prepare monthly financial performance reports, cost variance analyses, and expenditure forecasts for management review.
• Ensure the property fully complies with all applicable Saudi regulations and standards, including Civil Defence requirements, NFPA, SASO, MOMRA, and municipality codes.
• Maintain up-to-date records of all regulatory inspections, licences, permits, and certificates of compliance.
• Oversee fire safety systems testing, emergency evacuation planning, and coordination with Civil Defence authorities for approvals and inspections.
• Enforce HSE policies across all on-site personnel, contractors, and vendors; conduct safety audits and ensure prompt close-out of any non-conformances.
• Manage all statutory inspection schedules (elevators, pressure vessels, electrical systems, fire suppression, etc.) and ensure third-party certifications are current.
• Act as the primary operational point of contact for tenants at the property, managing service requests, complaints, and escalations via Freshdesk within agreed SLA timeframes.
• Conduct periodic tenant satisfaction assessments and translate feedback into actionable service improvements.
• Coordinate with the Tenant Coordination team on fit-out works, handovers, and any tenant-driven modifications to the property.
• Maintain professional, responsive communication with all property stakeholders including tenants, government authorities, and utility providers.
• Lead, manage, and develop a team of three direct reports, setting clear performance objectives aligned to property KPIs.
• Conduct regular one-to-ones, annual performance appraisals, and development planning discussions for all direct reports via KayanHR.
• Foster a safety-first, continuous improvement culture within the team, encouraging proactive reporting of risks, inefficiencies, and improvement ideas.
• Allocate team workloads effectively, manage task progress in Wrike, and ensure capacity is balanced across preventive, reactive, and project-based activities.
• Own property-level operational data — work orders, asset registers, maintenance logs, energy consumption, and cost records — ensuring accuracy and completeness in Yardi and CAFM systems.
• Prepare and submit monthly property performance reports covering maintenance KPIs, financial summaries, tenant satisfaction scores, and compliance status.
• Build and maintain Power BI dashboards tracking key operational metrics for the Executive Director’s review.
• Lead continuous improvement initiatives targeting energy efficiency, planned vs. reactive maintenance ratios, and vendor cost optimisation.
• Monitor ESG-relevant metrics including energy and water consumption, waste management, and progress toward green building compliance (LEED, Mostadam).

Qualifications

• Bachelor’s degree in Facilities Management, Engineering (Mechanical, Electrical, or Civil), Real Estate Management, or a related discipline.
• Professional certification preferred: IFMA CFM, BIFM (IWFM), PMP, or equivalent FM or project management credential.

Required Experience & Skills

• Minimum 5 years of experience in facilities or property management, with at least 2 years in a management or supervisory role.
• Demonstrated experience managing mixed-use or large commercial/retail properties, including Hard FM and Soft FM service streams.
• Proven track record of managing outsourced FM contractors and holding service providers to KPI and SLA performance standards.
• Familiarity with Saudi regulatory requirements: Civil Defence, NFPA, SASO, MOMRA, and municipality compliance.

Technical Skills & Tools

• Yardi — work order management, vendor tracking, cost monitoring, and property management reporting.
• Freshdesk — tenant service request management, complaint tracking, and SLA monitoring.
• Wrike — task assignment, project tracking, contractor coordination, and team workflow management.
• Kissflow — internal process requests, purchase order workflows, and digital form approvals.
• Microsoft 365 — Teams, Outlook, SharePoint, Excel (maintenance logs, asset registers, cost tracking), PowerPoint.
• Advanced Excel — operational KPI dashboards, financial variance analysis, and management reporting.
• CAFM/CMMS platforms — preventive maintenance scheduling, asset lifecycle management, and work order automation.
• Monitoring building system performance, energy consumption, and anomaly detection.

Behavioural Competencies

• Accountability — takes full ownership of property performance and team deliverables.
• Leadership — motivates direct reports and holds outsourced service providers to standard.
• Stakeholder Management — builds effective working relationships with tenants, contractors, and internal functions.
• Resilience & Composure — manages competing priorities and on-site emergencies with composure.

Functional Competencies

• FM Operations — depth across Hard FM and Soft FM service disciplines.
• Vendor & Contract Management — enforces SLAs, manages contractor performance, and drives value from outsourced relationships.
• Regulatory & Compliance — applies Saudi FM regulations, fire safety codes, and HSE frameworks accurately.
• Financial Acumen — controls O&M budgets and produces clear financial variance analysis.
• Data-Driven Operations — uses FM systems and dashboards to drive evidence-based decisions.